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Operations Director

  • About ARROW:

    ARROW is a non-profit women’s NGO with a consultative status with the Economic and Social Council of the United Nations. Based in Kuala Lumpur, Malaysia, ARROW has been working since 1993 to champion women’s sexual and reproductive rights. It aims to achieve this through interlinked strategies of information and communications, knowledge exchange and transfer, evidence generation for advocacy, consistent monitoring of progress towards relevant international commitments made vis-a-vis women’s health, capacity building, partnership building for advocacy, engagement at international and regional fora, and enhancing the organisational strength of ARROW and partners. We work with a core set of national partners across Asia and the Pacific, as well as with regional partners from Africa, Middle East and North Africa, Eastern Europe, and Latin America and the Caribbean, and with allied international organisations. Through our information and communications and advocacy programmes, we are able to reach key stakeholders in more than 120 countries worldwide. (See www.arrow.org.my for more information.)

    ARROW’s Vision

    An equal, just and equitable world, where every woman, young person and trans enjoys their full Sexual and Reproductive Health and Rights.

    ARROW’s Mission

    To promote and defend women’s, young people’s and trans rights and needs, particularly in the areas of health and sexuality, and affirm their agency to claim these rights. 

    ARROW is looking for a dynamic, capable, effective woman to work as Operations Director.

    Job Background:

    Reporting to the Executive Director and leading as an integral member of the senior management team, the Operations Director will be responsible for the development of ARROW’s operational management strategy and contribute to the development of ARROW’s strategic goals. In addition to the strategic components, the Operations Director will be charged with developing and implementing sophisticated policies and procedures, both in the finance and general operational realms. The Operations Director will manage the operations team and will be one of the key external faces of ARROW in the larger donor, international and national community.

    Responsibilities of the Position:

    Operations management and leadership

    • • Develop effective and relevant operational strategies in accordance to the strategic plan of ARROW.
    • • Contribute to the development of ARROW’s strategic goals and objectives as well as the overall management of the organisation.
    • • Ensure high quality of operations planning, monitoring and implementation.
    • • Advise the Executive Director and other key members of senior management on resources planning, budgeting, cash flow, and policy matters.
    • • Support the Executive Director on reporting to the board and the management team on the financial and audit matters; and present updated and critical financial matters at management and board of directors meetings.
    • • Monitor quality and regularity of operations due diligence mechanisms: board of directors’ meetings, QPRs, annual report and donor reporting.
    • • Maintain continuous lines of communication, keeping the Executive Director informed of all critical issues in operational matters.
    • • Oversee operations delivery by providing consistent supervision and support to manager and senior officer.
    • • Develop strategies and supporting the functions of operations section in ensuring effective implementation of operational matters.
    • • Establish consistent, objective operational performance standards of accountability.
    • • Authorise and be a signatory to letters of agreement, contracts, TOR with consultants, and management and financial documents.
    • • Represent ARROW externally, as necessary, particularly in banking and other operational matters.
    • • Leads on planning and resource acquisition for organisation: works with the Programmes Director and the programme teams on resource acquisition and allocation. Assist the Executive Director to ensure that ARROW is adhering to the strategic plan and delivering status reports of the operations to the board.
    • • Provide analytical support to ARROW’s internal management team including development of internal management reporting capacities.
    • • Fulfil donor obligations and as per contractual agreements.
    • • Oversee operational accounting, grants payment processing, and payroll in accordance to statutory requirements.
    • • Oversee the administrative operations ensuring compliance to the legal requirements.
    • • Assist the Executive Director to satisfy legal requirements and oversee liaison with the Company Secretary and external auditors.
    • • In consultation with the Executive Director, to respond to requests for technical assistance, consultancy or advice or to facilitate a response by others.

    Team development

    • • Instil a sense of accountability among staff to ensure alignment to organization performance standards.
    • • Supervise and mentor administrative, finance and HR team while providing effective guidance and support, especially with regard to operational implementations, policy priorities, and strategic approaches across teams.
    • • Oversee, and direct the work of the, administration, finance and HR teams.
    • • Promote a culture of high performance and continuous improvement that values learning and a commitment to quality.
    • • Set and uphold institutional work culture and create a positive and healthy work environment.
    • • Leads in personnel recruitment and development of orientation, training and personnel appraisal systems and practices for all staff, and other senior staff when necessary
    • • Develop and implement a system to evaluate the skill, experience, and identify professional development needs of all staff.

    Relationship building, partnership and networking

    • • Oversee and carry out effective working relations with relevant operations stakeholders.
    • • Manage and encourage development and links with external parties in relations to operations.
    • • Build and maintain ARROW partner base and ensure effective and strategic relationship with partners for effective operations management.
    • • Ensure visibility of programmes and sharing of knowledge and experiences with donors.
    • • Cultivate existing relationships with stakeholders including donors with the goal of ensuring sufficient resources.

    Financial management and resource mobilisation

    • • Work with senior management on developing organisational strategic plan and annual budgets.
    • • Develop fundraising targets for the year, identifying specific donors/sponsors/grant makers and securing the same in a timely manner.
    • • Review organisational finances; propose corrective measures on overspending and under spending and re-allocation of resources in an effective manner, and submission of donor reports.
    • • Review and approve financial statements, organisational activity reports, financial position forecasts, annual budgets, and/or reports required by regulatory agencies.
    • • Ensure audits of ARROW’s accounts and financial transactions are in compliance with national requirements and statutes.
    • • Develop and maintain relationships with tax consultant, external auditors, fund managers, financial institutions, donors, partner organisations, suppliers and government bodies in order to facilitate financial activities.
    • • Leads the development of funding proposals, submissions or tenders, in collaboration with the Executive Director, Programme Director, Project Manager, and/or appropriate staff members.
    • • Monitor the organisation’s financial position and make short-term and long-term recommendations for financial economy and sustainability.

    Policy development and strategy

    • • Lead, guide and oversee development of ARROW operational and financial strategies with the Executive Director and senior management are in line with the strategic plan.
    • • Develop policies and Standard Operating Procedures that enable staff to implement operational management effectively.

    Accountability

    • • The Operations Director is directly accountable to the Executive Director and works closely with the Programme Director. 

    Requirements for the Position

    • • Preferably Malaysian.
    • • Minimum 10 to 15 years’ experience in a senior management role ideally with a regional or international organisation.
    • • A minimum of a Masters degree in relevant disciplines.
    • • Some understanding of SRHR, gender, feminism, and human rights and knowledge and familiarity with development issues in the Asia Pacific region.
    • • Excellent written, verbal and presentation skills (fluency in English is essential; knowledge of other UN languages and Asia-Pacific languages is a plus).
    • • Proven track record of success facilitating progressive programmatic changes and development within a growing organization.
    • • Excellent judgement and creative problem solving skills including negotiation and conflict resolution skills.
    • • Strong mentoring, coaching experience to a team with diverse levels of expertise.
    • • Strong management skills; ability to lead, influence and engage direct and indirect reports and peers.
    • • Strong project management skills managing complex, multifaceted projects resulting in measurable successes and program growth.
    • • Self reliant, good problem solver, team player, and results oriented.
    • • Energetic, flexible, collaborative, proactive, sense of humor; a team leader who can positively and productively impact both strategic and tactical programme initiatives.
    • • Exceptional written, oral, interpersonal, and presentation skills and the ability to effectively interface with ARROW’s Board of Directors, Senior Management, Staff and Stakeholders.
    • • Personal qualities of integrity, credibility, and a commitment to and passion for ARROW’s mission and SRHR movement.
    • • Willingness to travel. (up to 25% of one’s time)

    What We Offer:

    • • A two-year full-time contract, subject to a 6-month probation, with the prospect of extension subject to favourable appraisal and funding availability.
    • • The opportunity for regional and international travel.
    • • Competitive benefits and salary as per regional women’s NGOs’ standards.
    • • A place of work in the multi-cultural, travel hub, city of Kuala Lumpur; if needed, ARROW is willing to apply for an Employment Pass (subject to the Malaysian Immigration processes).
    • • An opportunity to work in a dynamic organisation where team members are highly-passionate about our work, and to get to know highly-committed activists and partners across the Asia-Pacific region.
    • • An international working environment.

    How to Apply: 

    Please send a cover letter, stating your interest and why you are a suitable candidate for this position, along with your CV to [email protected] by 25 September 2017. In the subject line of the email, please use this: Application for Operations Director.

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We are looking for a dynamic, capable, effective woman to work as Operations Director.

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